Wealthbox CRM for Docusign IAM

Quick Start

Implementation Guide & Known Behaviors

Record Matching and Upsert

Writeback steps find the target record using the match condition you configure. The behavior depends on the Write setting you pick in the Writeback step: Update, Create, or Update or Create.

Match identifiers:

• Record ID (recommended): resolves the exact record.
• First Name + Last Name (contacts): matched exactly (case-insensitive). If several contacts share the exact name, the step stops with a "multiple records" error.
• Email (contacts): matched via Wealthbox's email search.
• Opportunities match by Record ID only.

Mandatory Fields in Writeback

Assigning Users and Linking Contacts by Name

• Assigned To Name (contacts and opportunities; the same "Assigned" field you see on the Wealthbox edit page). It resolves to a workspace user (the person the record is assigned to), not a contact from the Contacts list. Assigned To ID is also available; if you map both, the ID wins.
• Stage Name (opportunities) accepts the stage name as Wealthbox shows it on the opportunities page.
• Linked Contact Name (opportunities) links the opportunity to a contact by exact name. When both Linked Contact ID and Linked Contact Name are mapped, the ID wins.
• Name lookups are case- and whitespace-sensitive. Make sure your Wealthbox user and contact names have no extra or trailing spaces, or a lookup can fail even when the name looks right in the UI.

Data Formatting and Validation

• Amounts accept plain numbers (50000), decimals (1234.56), US-grouped values (1,234.56), and values with a dollar sign ($77,777), so a read amount can be mapped back into a write. Ambiguous formats (for example a European decimal comma like 77,50) are rejected with an error naming the field, so a misread value is not written.
• Date fields. Birth Date, Client Since and Target Close Date are true date fields, so Docusign gives you a date picker and date operators instead of free text. They accept a full ISO 8601 value or a plain YYYY-MM-DD.
• Phone extensions live in the separate Primary Phone Extension field; Primary Phone carries the clean number.

Field Values Reference

Contact fixed-value fields

These fields accept a fixed set of values. Values are case-sensitive, and an invalid value stops the step.

Contact Type and Contact Source are customizable per Wealthbox account. The values above are the standard set, and an account may have additional options configured.

A couple of conventions for the free-text contact fields:

• Primary State accepts either a full name (California) or an abbreviation (CA).
• The app always works with the primary email, phone, address, and website; secondary entries are not read or written, and the entry type (Work, Home, Mobile…) is not exposed.

Date and phone-extension formatting is covered under Data Formatting and Validation, and Tags behavior under Known Behaviors.

Opportunity fixed-value fields

Notes

The app can write a Note to Wealthbox as part of a workflow.

Notes are create-only: the step creates a note; there is no update or delete.

Where the note appears depends on whether it is linked:

• Content only. The note is created but not attached to any record. It appears in the workspace activity feed on the Wealthbox Home page as a standalone posted note (the feed has a search box, so it can be found by a snippet of its text).
• Content plus Linked Record ID (and Type). The note is attached to that record and appears both in the Home feed and on the record itself (for a contact, in the contact's Notes / Activity section).

So if the note should appear on a specific contact, always map Linked Record ID, and it must be a real record id (a placeholder such as <contact record id> stops the step with a 400).

Known Behaviors

• Tags replace, not append. Writing Tags replaces the record's full tag set, so include every tag the record should keep.
• Company Name. Writing a company links it to an existing Organization record, or creates a new one if it doesn't exist.
• Households attach by name. Household Name attaches the contact to an existing household with that name; Household Role sets their role.
• Opportunities can hold several amounts (Fee, Commission, AUM, Other). The app reads and updates the first amount; an update edits it in place and preserves the others, and an amount-only update keeps the existing kind.
• "Overwrite if field value exists". If this checkbox is left unticked on a field, the existing value in Wealthbox is kept and the field is not updated; tick it to overwrite the current value.
• Notes are create-only, and an unlinked note goes to the activity feed. A note written without Linked Record ID is created but not attached to any record. It appears in the Home activity feed instead of on a client record.

Installation and Configuration

This section walks through installing the Wealthbox app and connecting it to your Wealthbox CRM account for use with Docusign Workflow Manager.

Prerequisites

• A Wealthbox CRM account to sign in with when you connect.
• A Docusign account with admin rights to install and manage apps in the App Center.

How to Install the App

• Open the Docusign App Center and search for Wealthbox in the search bar.

  Docusign App Center search results showing the Wealthbox extension app by Fluidlabs.

• Click the Wealthbox app card to open its detail page, then click Install App.

  The Wealthbox app page in the Docusign App Center with the Install App button.

• Review the access the app requests and click Install and Authorize.

  The Install and authorize Wealthbox app screen listing the requested access, with the Install and Authorize button.

The app now appears with an Installed status.

Connecting Your Account

Once installed, authorize the connection between Docusign and your Wealthbox account.

• On the installed app page, click Connect Account.

  The installed Wealthbox app page showing the Connect Account button.

• Connection Visibility: choose how the connection is shared:

  • Private: accessible only by you in Docusign.
  • Shared: accessible by multiple users or the whole team; best for collaborative workflows.

  The Connection Visibility step with Private and Shared options; Shared is selected.

• Name Connection: enter a clear name (e.g., "Wealthbox-Connection-1"); it appears in workflow steps, so make it easy to identify. Click Log In.

  The Name Connection step with the name Wealthbox-Connection-1 entered.

• Sign in to Wealthbox when its sign-in page opens, and approve the access the app requests. There is no API token to create or paste.

Once you approve, you return to Docusign and the connection is added.

The connection turns Active and is ready to use in your workflow steps.

Managing Connections

You can add, rename, reconnect, or delete connections at any time without reinstalling the app. On the Wealthbox app page, open the Manage dropdown.

The Manage dropdown on the Wealthbox app page showing New Connection, Manage Connections, Manage Apps, and Uninstall App.

Select Manage Connections to see every connection with its type, status, last-updated time, and who created it. Use the three-dot (⋮) menu next to a connection:

The Wealthbox connections list with the three-dot menu open showing Edit connection name, Reconnect, Reload Objects, and Delete Connection.

• Reconnect: refresh the connection. Run this once after the app receives an update that changes its fields or objects, so Docusign refreshes its cached catalog.
• Reload Objects: refresh the available record types and fields for the connection.
• Delete Connection: remove the connection. ⚠️ This may break workflows that use it.

Adding a New Connection

Multiple connections are supported (for example, different team members' Wealthbox workspaces). Use Manage → New Connection on the app page, or + Add New Connection on the Connections page, and follow the same steps as above. Each connection has its own Wealthbox sign-in and appears separately in workflow steps.

How to Use the App

The Wealthbox app lets you work with your Wealthbox CRM data directly inside Docusign Workflow Manager: build workflows that read Wealthbox records, pre-fill agreements with that data, and write results back to Wealthbox after signing.

Create a Workflow

To use the integration, first create a workflow in Docusign.

• Log in to Docusign and go to Agreements → Workflows.

• Click Create Workflow.

  The Docusign Workflows screen showing existing workflows and the Create Workflow button.

• Build your workflow using the available steps, including the Wealthbox actions provided by the app.

• Publish the workflow when it is ready.

Available Wealthbox Actions

Once the app is installed and connected, its actions appear in the step picker. Click + Add Step and search for Wealthbox:

The Add New Step dialog with "Wealthbox" searched, showing Writeback to Wealthbox and Read from Wealthbox.

• Read from Wealthbox: fetch one record (Contact or Opportunity) and expose its fields as workflow variables. See Read from Wealthbox.
• Writeback to Wealthbox: create or update a Contact or Opportunity from workflow data. See Writeback to Wealthbox.

A typical agreement flow: Read the client's contact → pre-fill the envelope → collect signatures → Writeback any updated details.

Read from Wealthbox CRM

The Read from Wealthbox step retrieves a single record (Contact or Opportunity) from Wealthbox and exposes its fields as workflow variables for pre-filling an envelope, driving conditions, or feeding a later Writeback.

Start the Workflow From an API Call

In this example the workflow starts From an API Call and receives the ID of the record to read, so an external system can trigger it and tell it which Wealthbox record to use.

• Select a method: choose From an API Call.

  The Add workflow start panel with From an API Call selected as the method.

• Set up variables: add a Text variable named object_id. The external system passes the record's ID into this variable when it triggers the workflow.

  The variables step with a Text variable named object_id.

• Process type: choose Automated process, since another system (not a person) makes the API call.

  The process-type step with Automated process selected.

Once published, the workflow has a URL your external system calls (GET or POST), passing object_id. The Read step uses that value to look up the exact Wealthbox record.

Writeback to Wealthbox CRM

The Writeback to Wealthbox step creates or updates a Contact or Opportunity from workflow data: signer-entered form fields, envelope metadata, or values carried from a Read step. It is typically the last step, after signing completes.

Example: Updating an Opportunity

The walkthrough above updates a Contact; the same pattern updates an Opportunity, and updates are supported for both. Three settings differ:

• Wealthbox object: Opportunity
• Write settings: Update (or Update or Create for the upsert pattern)
• Identify the record: Record ID · Equal to · the opportunity Record ID.

Map the fields that should change, for example Stage Name and Amount after a signed engagement:

• Stage Name ← the stage your workflow assigns (resolved to the right stage)
• Amount ← the signed amount from the form

Remember to keep all required fields (marked *) mapped.

FAQ & Troubleshooting

Connection Issues

Q: The record picker keeps loading, or shows outdated fields.

A: Docusign caches the app's record and field catalog per connection. Go to Installed Apps → Manage Connections → Reconnect, then reopen the picker. This is expected once after any app update.

Q: Connecting to Wealthbox did not complete.

A: Start again with Connect Account, or use Reconnect on an existing connection, then sign in to Wealthbox and approve access. If you deny access on Wealthbox's screen, no connection is created. A connection made with a pasted API token before the app moved to Wealthbox sign-in needs one Reconnect.

Matching Issues

Q: Writeback says "Found multiple records" but I only see one matching contact.

A: More than one record matched the condition, often an old duplicate or an imported record with the same name. Match by Record ID (read the record earlier in the workflow and carry its ID), or clean up the duplicates in Wealthbox.

Q: My workflow matches an Opportunity by name and fails.

A: That's by design: the Wealthbox API cannot search opportunities by name, so the app refuses instead of risking the wrong deal. Match opportunities by Record ID.

Writeback Issues

Q: The Amount I wrote shows as a different number, or the step failed on the amount.

A: The app accepts 50000, 1234.56, 1,234.56, and $77,777, including values read from another opportunity. Ambiguous formats (like a European decimal comma, 77,50) are rejected with an error naming the field, so nothing incorrect is stored.

Q: My tags disappeared after a writeback.

A: Writing Tags replaces the record's whole tag set. Include the full list of tags the record should have. For example, read the current tags first and append the new one.

Q: The step failed with a message like "Probability can't be blank".

A: Make sure you've filled every required field. An opportunity needs Name, Stage Name, Probability, Amount, and Target Close Date; it won't create without all of them.

Document Attachment

Q: Can I upload the signed PDF file into Wealthbox?

A: Not yet. Wealthbox's public API doesn't currently offer a file-upload endpoint; as soon as that becomes available, we'll add support for it.